Category: Outlook 2011

An easy way to reduce the size of your Inbox is to export — manually archive to an ‘Outlook for Mac Data File’ (.olm) on your Mac — your e-mail messages, contacts, and other items. You can still access this data at any time, and you can even transfer individual items, or the entire Data File, to Outlook for Mac on another computer.

NOTE   In Outlook for Windows, older Outlook items are archived automatically on a regular interval, also known as Auto Archive. This is not available in Outlook for Mac, but you can archive data automatically by setting up Time Machine.

Do any of the following:

Export to an Outlook for Mac Data File
When you export to an Outlook for Mac Data File, you can choose to filter information by category or by item type. For example, if you want to transfer networking information from your work computer to your home computer, you could export only items that you’ve assigned to the Networking category. Similarly, you might want to export all your contacts on your home computer and then import them on your work computer. During the export process, you can choose to keep the exported items in Outlook, or to delete them after they are exported.
1. On the File menu, click Export.
2. Click Outlook for Mac Data File.
3. Select an option to filter by category or item type. To export all items in Outlook, click Items of the following types, and then select all the check boxes.
4. Click the right arrow to continue, and then follow the instructions. The Outlook for Mac Data File uses the .olm extension.

NOTES
– If you have a Microsoft Exchange account or directory services account, contacts from the directory are not exported. Similarly, items that are stored in public folders are not exported.
– An Outlook for Mac Data File does not contain account settings or your Outlook preferences.

Export contacts in a tab-delimited text file
To transfer a set of contacts to another computer or application, you can export contacts as a tab-delimited text file, which can be opened by many other mail, spreadsheet, and database applications.
1. On the File menu, click Export.
2. In the Export Assistant, click Contacts to a list, and then follow the instructions. Tab-delimited files are saved with a .txt extension.

 NOTES
– If you have a Microsoft Exchange account or directory services account, contacts from the directory are not exported.
– When you export a contact, all the information in Outlook that is related to that contact — such as mailing addresses, birthday, and notes — is included. However, some mail applications might be unable to display the contents of certain fields such as “Spouse/Partner” and “Interests.”
– Encryption certificates aren’t exported.

Export individual items
You can also export single items as individual files, either to have as a backup or to use in other applications.
1. In the item list, select the item that you want to export. To select multiple items, hold down   as you click the items.
2. Drag the selection to the desktop or a folder in the Finder.

NOTES
– E-mail messages are exported as .eml files.
– Contacts are exported as vCard (.vcf) files.
– Calendar events and tasks are exported as .ics files.
– Notes are exported as .html files.

Scenario: You expect to see a user in the Offline Address Book, but you cannot find that user. The Offline Address Book is used when Outlook is in Cached mode.

Solutions:  Outlook is supposed to download the offline address book every 24 hours. Additions/Modifications made to users in the address book may not be seen by someone who is using an older version of the offline address book. We have seen a restart of the computer force Outlook to download it if Outlook has not updated for a while, but you can attempt to manually download a new copy of the Offline Address Book.

Outlook 2010/2013 

1. Click the Send/Receive Tab, click Send/Receive Groups, Select Download Address book.
2. Uncheck the box next to Download changes since last Send/Receive. In the Information to download section, select Full Details and in the Address Book section, choose Global Address List. click OK.
3. The offline address book will start to download. A status window will open to indicate that the download is in progress and will close automatically when the download is complete.

Outlook 2007 

1. Click on Tools, highlight Send/Receive, select Download Address Book.
2. Uncheck the box next to Download changes since last Send/Receive. In the Information to download section, select Full Details and in the Address Book section, choose Global Address List. Click OK.
3. The offline address book will start to download. A status window will open to indicate that the download is in progress and will close automatically when the download is complete.

Outlook 2011 on OSX

1.Fully exit Outlook 2011
2.Remove the ~/Library/Caches/Outlook/Main Identity directory
3.Restart Outlook 2011

Scenario:  You wish to create a new identity for Outlook 2011 and re-configure Outlook 2011 with your exchange mailbox.

Instructions:
1. Open the Microsoft Database Utility. The default location is in /Applications/Microsoft Office 2011/Office/.  Tip: You can also open the Database Utility if you close Outlook, hold down the OPTION key, and then click the Outlook icon in the Dock.

2. Do one of the following:
   1. Create a new identity:  Click Add via the + button and type a name for the new identity.
   2. Rename an identity: Double-click the identity, and then type a new name for the identity.
   3. Delete an identity: Click the identity you wish to remove and click delete via the – button.

3. Switch the identity:
   1. Click on the identity you wish to become active.
   2. Click the gear button and choose ‘Set as Default‘.

4. Open Outlook:
   1. If this is the first time you’ve opened Outlook 2011, you will be automatically prompted to add an account. If you have an account configured already, click on Tools –> Accounts from the menu bar. Click the + and add an Exchange… account.
   2. In the Welcome to Outlook for Mac window, check Make Outlook the default application for e-mail, calendar, and contacts.  Click on Add Account.
   3. In the Add an Account window, click on Exchange Account.
   4. In the Enter your Exchange account information, enter the following and click Add Account.
        a. E-Mail Address
        b. Select User Name and Password for the Method.
        c. User name *include Domain in front of the user name.
        d. Password
        e. Check configure automatically.

5. Exit out of the Accounts window.

Outlook 2011 is now configured and your email will start downloading momentarily.